How To Hold A Great Business Meeting

If you operate a business, regardless of whether it is a family business or a multi-national Corporation, you’re likely going to want to hold regular business meetings. This can really help you to regain the focus on your business and to make sure that things are moving along as expected. There may also be specific needs for these meetings that need to be considered as well. Of course, any successful meeting with your business is going to require careful planning on your part. Here are some things that you can do in order to make sure that your meeting is as successful as possible.

One of the most important things that you can do is to prepare properly by setting goals for the meeting. This should be done, even before the overall structure of the meeting is designed. In some cases, there are going to be some serious goals that need to be discussed, including some that are going to affect the business for many years. These should be discussed first, making sure that the focus is directed to that information. You should also set smaller goals for the meeting as well, perhaps asking yourself questions such as, what do I expect to get from this meeting and what should I accomplish?

If you’re going to be having the business meeting at another location, it’s very important for you to view that location in advance. Consider the fact that you’re going to want the attention of everyone that is at the meeting to be as focused as possible. If you choose an area that is cramped or perhaps too dark, it is likely that people’s attention is going to wander considerably. Take a little and turned to tour the area and to choose something that is going to be right for everyone involved.

Regardless of whether you are going to be all in the same location or if you’re going to be holding the meeting virtually, it may be necessary for you to have the sound and light system set up properly. In some cases, this can be done using your own equipment but in other cases, very specific types of AV integration may be necessary. Look for a company that is able to hire out their AV services and to provide you with the equipment you need to get up and running properly. Be sure that you keep the number of that company available as well, it is likely that you are going to be able to use them in your everyday office needs as well.

Finally, make sure that you keep the budget in mind when you are preparing for any type of meeting. Of course, the budget should not be the make or break a deal but it should be sufficient in order to provide you with everything necessary to get those individuals under one roof. Once you have things set up properly, you can begin planning for the meeting even further by sending out regular information, including reminders about the meeting and what is going to be discussed.

Choosing the Perfect Venue For a Business Meeting

If you are searching for the perfect hotel in Sydney which can host a world class business meeting then the internet is the best medium which will help you decide. A business meeting requires a calm and stress free environment so that business can be explained without any disturbance. A perfect venue will not only provide you with world class services but will also help in communicating effectively. Most of the Sydney city hotels understand the requirements and provide services accordingly. Business meetings are held at various levels and different hotels provide services at various levels as well which tests the researching abilities of the organizer.

While choosing a hotel for a business meet you should make sure that the venue meets following requirements:

The most important is the location of the hotel or the venue. You should always choose a venue which overcomes the geographical barriers. Easy accessibility of the venue will ensure that you customize the event according to your own wish. Make sure that the venue is reputed enough so that the people who are coming to attend the meeting reach without any problem.

Each and every business meeting should be visualized before hand so that you can have a clear picture in your mind as to what you need and how you need. You should always choose a hotel which provides all sorts of business facilities which will help in catering to your needs.

The space can be a very sensitive issue and you should be very careful while deciding for the space required. The scale of business meetings differs by and large and you should always choose the venue accordingly in order to have a perfect business meet.

It is highly advised that you should search for reviews written by real clients on the internet. These reviews will help you gain all the information about different hotels across Sydney. There are hundreds of hotels all around the city and you can easily choose the one which suits your requirement. If the budget is an issue then you can easily find some of the best budgetary hotels which provide quality services as well. It is believed that the venue has a big role to play in the success of a business meeting which makes choosing the venue as one of the most critical decisions. Every year thousands of business meetings are held in Sydney and you can easily find a perfect venue for a successful business meeting.

Three Basic Rules of Proper Business Meeting Etiquette

Individual behavior conveys a great deal about who you are as a person, both professionally and personally. Most of the time good common sense, allows us to know what acceptable behavior is and what it is not, especially when we are in a business meeting. Your professional demeanor or lack thereof can contribute to making or breaking a business deal and will also affect how your clients, your supervisor and your co-workers treat you in a work environment. That is why it is very important that you use proper business etiquette when attending any type of meeting.

Basic rule number one of proper etiquette is to always be punctual whenever you are going to a meeting.

If you’re able to, get there a few minutes early even better. This demonstrates to the other attendees that you care enough about the meeting to show up early and that you are an attentive participant. Be polite and shake the hand of the person who is hosting the meeting and to thank them for inviting you to participate.

Basic rule number two is that you should always be properly prepared and have everything in order for the meeting.

It is a good idea to know what the meeting is about and do some research on the topic, so that you will know in advance what is most likely going to be discussed. Bring any supporting documents and other information that will enable you to be an essential asset during the meeting. By being prepared and having researched the topic prior to the meeting you will be in a position to advise your manager and co-workers more effectively on the subject as well as being able to knowledgeably ask and answer questions regarding the subject at hand. By being properly prepared for the meeting you are demonstrating to your employer, clients and co-workers that you are well organized and focused.

Basic rule number three of proper etiquette is to be courteous and pay attention during your meeting.

You should never speak out of turn, be impatient to get your own point across or talk over those who are attempting to make a point that is different from your own. Don’t do anything else while another person is speaking during the meeting, because this exhibits a lack of interest and a lack of respect for the other person.

If it is up to you to host the meeting, you should be well prepared and give all the participants advance notice of the date, time and location of the meeting. Send e-mail invitations, as well as office memos, which will allow your co-workers time to prepare in advance. You should also inform your co-workers of the topics that will be discussed and provide them with a detailed agenda. Your meeting should have a definite start and end time so that items on the agenda can be discussed more efficiently. If you have guest speakers or presenters you should ask them how much time they will require for their presentations and schedule accordingly. This will keep the meeting moving smoothly without too much time lapse between topics. Guide the progression of the meeting by staying on track and focusing on the key points.

Above all, be diplomatic, calm and avoid arguments. As the meeting comes to an end, summarize the topics discussed and wrap up everything. If a follow-up meeting is required let the attendees know that you will inform them of the time and place. Remember that using proper business etiquette when attending any type of meeting is vital to the success of your professional career, so always put your best foot forward and mind your manners.

The Purpose of Business Meetings

The current situation and investigation of the GSA’s Las Vegas event has many people up in arms about the investment that companies, associations, and governmental agencies make on hosting business meetings. People who question the purpose and power of business meetings are rattling the cage and making noise just as they did after “Muffin-Gate” in 2011 (the over hyped and twisted story that a DOJ paid $16 per muffin at a meeting coffee break). But there is more to meetings than the costs to produce a meaningful conference.

While it can sound expensive, the realities of hosting events do cost money. Hotels, meals, transportation, professional speakers, entertainment, and other necessary items have associated bills. But when a meeting becomes a “happening” there is value created. Looking at pieces of the puzzle separately can cause some to misinterpret the real power that happens when people gather together. Throughout history man has collected in groups to share the best ideas, learn, grow, entertain, have fun, and get inspired for the future.

Of course there are those who abuse the system, make poor spending decisions, and waste money. I am not condoning bad behavior. Meetings are not something you just “do”… as you need trained professionals to help you organize or you will fall prey to all sorts of mistakes. Too many jump in thinking “how hard can it be?” and wing-it in their planning. A conference has so many parts that you should never expect the right results without the proper planning and experience.

Some people think that the meetings industry is dead. I spoke to one person recently who said she never goes to business meetings, and thus was convinced that conferences were dying. NOT TRUE. Many business meetings are growing and new conferences spring up daily around the world. The meetings industry is a multi-billion dollar business that employs over 1.7 million people in the United States.

The problem with all the discussion about meetings is there is not a clear understanding of the purpose of business gatherings. If you talk to different people you will get different answers. Some think meetings exits to educate. Others to entertain. Networking opportunities are regularly cited as a reason to attend. There are those that believe meetings a perk, while just as many view them as an obligation. Associations can acquire much of their income from conferences and at the same time other companies and agencies have them as expenses.

Every meeting that is planned can have different purposes (even meetings that are put on by the same organization).

Since there is not a single purpose for business meetings there will always be controversy as people tend to only look at things the way they want to see them. Those who want to see meetings as expensive can make that argument, but if you have ever been to a conference where you made a connection that changed the direction of your career, or learned something that inspired you to achieve more… then you know why there will always be business meetings.

All opportunities come from people, and bringing groups together is a way to create more opportunities.

I believe meetings exist for many of reasons, but too often even the organizers cannot tell you the clear purpose. Working to appeal to a variety of people can leave an event too vanilla to become spectacular to anyone. If you cannot clearly articulate the reason to host the meeting, why can you expect attendees to understand the purpose?

Knowing the answer to “why” will make the event better for everyone!

What was the last meeting you attended and why was it great? (or why was it blah?).